Conference and Event Management

1.  Purpose. This directive provides guidance on sponsoring or co-sponsoring conferences, internal management meetings, and award ceremonies with cost; and attending or participating in any of these events.

2.  Scope and Applicability. This Order provides standards, instructions, and procedures governing the management of and participation in events. The provisions apply to all GSA employees except for employees of the Office of Inspector General (OIG), given its independence under the Inspector General Act, as amended (5 U.S.C. App. 3). This directive applies to the Civilian Board of Contract Appeals (CBCA) only to the extent that the CBCA determines it is consistent with its independent authority under the Contract Disputes Act and applicable Federal Court decisions and does not conflict with other CBCA policies or its mission.

3.  Cancellation. This directive cancels and supersedes OAS 5785.1B, Conference and Event Management.

4.  Responsibilities.

     a.  Administrator. Approves all proposed conferences with estimated costs over $500,000.

     b.  Deputy Administrator. 

           (1)  Approves all proposed conferences with estimated costs over $100,000 through $500,000; and

           (2)  Approves all internal management meetings with estimated costs over $100,000.

     c.  Office of Administrative Services (OAS).

           (1)  Provides oversight of the event and attendance approval process and related policy;

           (2)  Performs all contract actions for conference space, related activities, and amenities with estimated costs above the micro-purchase threshold for GSA events (i.e., conferences, internal management meetings, or award ceremonies);

           (3)  Provides agency guidance for fiscal year event planning annually;

           (4)  Reviews and approves all proposed conferences for relevance to GSA’s mission and provides final approval for all conferences with anticipated costs of $100,000 and under;

           (5)  Reviews and approves proposed award ceremonies with costs over $100;

           (6)  Approves all internal management meetings with anticipated costs between $10,000 and $100,000;

           (7)  Provides the OIG with a report on GSA-sponsored conferences that cost over $20,000 within 15 calendar days after the conference; and

           (8)  Provides the OIG and Office of Strategic Communication (OSC) with an annual report of all GSA-sponsored conferences during the previous fiscal year that cost over $100,000 by January 31 of each year.

     d.   Office of Travel and Charge Card Services, OAS.

           (1)  Develops and provides conference and event management guidance to GSA employees;

           (2)  Serves as the application owner for Event Tracker;

           (3)  Provides training on Event Tracker; and

           (4)  Monitors requests in Event Tracker for compliance with GSA policy.    

     e.  Office of GSA IT.

           (1)  Provides help desk service for Event Tracker; and

           (2)  Implements Event Tracker system changes.

     f.  Office of General Counsel (OGC). 

           (1)  Reviews and approves contractual or other agreements as part of the event request process, as required; and

           (2)  Reviews and approves attendee requests that include offers of gifts and travel-related payments from a non-Federal source for legal sufficiency.    

     g.  Office of Strategic Communication (OSC). 

           (1)  Posts the annual report of all GSA-sponsored conferences during the previous fiscal year over $100,000 provided by OAS on GSA’s public website by January 31 of each year; and  

           (2)  Reviews attendee requests and approves talking points, presentations, etc., for employees that are speaking or presenting at a conference in an official capacity.

     h.  Heads of Services and Staff Offices (HSSOs).

           (1)  Submit annual conference and event management plans to OAS, as directed in the annual event management plan submission guidance for review and approval by the Chief Administrative Services Officer (CASO) and Deputy Administrator;

           (2)  Ensure funds are not obligated by any means (e.g., contract, purchase order, purchase card) to support an event prior to approval from OAS, Deputy Administrator, and/or Administrator, as appropriate;

           (3)  Ensure that no publicity concerning GSA’s involvement in a conference, including serving as a speaker or panelist, occurs prior to appropriate approvals;

           (4)  Ensure all event and attendee requests are properly submitted in Event Tracker and review all requests for approval (HSSOs may delegate authority to review and/or approve certain event and domestic attendee requests in Event Tracker to their deputy or chief of staff.);

           (5)  Ensure that approved GSA-sponsored or co-sponsored conferences, internal management meetings, and award ceremonies are planned and conducted in accordance with GSA’s policies and mission;

           (6)  Ensure that conference and award ceremony expenditures comply with applicable regulations and policies;

           (7)  Ensure that costs for conferences and award ceremonies are minimized and represent the best value obtained by the Government, and that attendee travel expenses stay within per diem rates under the applicable per diem reimbursement method, unless otherwise properly approved;

           (8)  Designate a central point of contact for their respective organization responsible for monitoring the conference and attendance approval process and serving as the key contact responsible for ensuring that information and required documentation is entered into Event Tracker; and

           (9)  Ensure that GSA staff in their organization responsible for planning events are familiar with the tools identified in this guidance and are familiar with and adhere to the guidance in FTR §301-74, Appendix E to Chapter 301 of the FTR, and herein.